Paymaster Project Plan
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PAYMASTER Project PlanITEC 3300-06March 25, 2017PAYMASTER Project PlanInitiating1.1 Evaluations & RecommendationsCurrent SystemStakeholder IdentificationDetermine Needs of New System1.2 Develop Project Charter1.2.1 Stakeholder Identification1.2.2 Project Objectives 1.2.1.1 Scope Summary 1.2.1.2 Budget 1.2.1.3 Milestone Schedule1.2.2 Project Authority1.2.3 Project Manager Identification1.4 Project Charter Signed and Approved Planning2.1 Create Preliminary Scope Statement 2.1.1 Identify Project Justification 2.1.2 Identify Project Objectives 2.1.3 Identify Project Constraints 2.1.4 Identify Project Assumptions2.2 Determine Project Team2.3 Make Preparations for a Project Team Kickoff Meeting 2.3.1 Create an Agenda 2.3.2 Set a date and time 2.3.3 Communicate Meeting2.4 Project Team Kickoff Meeting2.5 Develop a Project Management Plan 2.5.1 Define Schedule Management Plan 2.5.2 Define Cost Management Plan 2.5.3 Refine Scope Management PlanExecutingProject Kickoff MeetingPurchase Software SystemVerify Requirements3.3.1 Payroll3.3.2 Human Resources 3.4Purchase Software System3.5Install Software System3.6Testing PhaseInstall Live SystemUser TrainingGo LiveMonitoring & ControllingProject ManagementProject Status MeetingsRisk ManagementClosingPAYMASTER Project Plan OutlineInitiatingDue to expansion in our firm and an increased customer base which has increased our workforce by 20%, we purchased a stand- alone software for payroll processing called PAYMASTER. PAYMASTER will take the place of our current payroll software and will include automated processing of all payroll taxes, vacation, and health benefits.
1.1 Evaluations & RecommendationsIt was determined that we needed one system to take the place of the manual process we currently use. Based on our RFP, we had four companies reply. Those responses were graded/evaluated based on our must haves and our wants. One of the companies responded that they could not handle calculations of our vacation and sick leave balances. The second company responded that they could handle all of our needs but would have to partner with an external system to handle. These two companies were ruled out. This left the two last companies who we determined we would like to see demonstrations in person. Company A came extremely prepared and was able to meet all of our requested needs as well as wants. This system also came with the ability to track all of our HR needs to include Performance Management and Training. Company B met 90% of our needs and all of our wants. Based on our desire for our vacation and sick leave to be tracked, we decided to go with Company A – PAYMASTER.1.1.1 Current System LimitationsOur current system could calculate all payroll taxes but we had to manually key in each check’s data into excel spreadsheets for tracking purposes. Our checks were printed on a Line printer with carbon copies that we would have to keep to have as backup. We did not have a way to keep up with vacation balances except on paper timesheets. Two years ago we moved this manual process to another excel spreadsheet. With our FTEs now topping 425, the manual entry and calculations of this data became overwhelming.1.1.2 Stakeholder IdentificationOur stakeholders start at the top of our organization to include our Board, CEO, Department Managers and employees. The CEO needs real time budgets to deliver to her bosses which are the Board of Directors. In order for our CFO to deliver real time data to her boss, the CEO, our Human Resources department needs a way to automate our payroll process. This automation will give our employees a real time way to know where they stand with leave. 1.1.3 Determine Needs of New SystemThe new system will meet three of our needs which include real time tracking of payroll taxes to include both the employee and employer portion, real time tracking of vacation and sick leave and balances, and the ability to pay salary employees and hourly employees all electronically. During the transition to PAYMASTER, we will also implement and new time and attendance system that comes standard with this software.1.2 Develop Project CharterThe Project Charter will provide team direction while establishing boundaries and creating buy-in. Our stakeholders needed to define the scope summary, budget and schedule. This will serve as a source for team members to illustrate the focus and will reduce confusion about the group’s objectives.